Privacy notice

South Kesteven District Council (SKDC) is the 'controller' of the personal data that we collect about you. We process and hold your personal data in order to provide public services to the district.

Why do we collect your personal information?

SKDC holds a wide variety of personal data which is used to deliver public services. We will process your personal data for the following purposes:

For the service you have requested, and to monitor and improve our performance in responding to your request.

To allow us to be able to communicate and provide services and benefits appropriate to your needs.

To ensure that we meet our legal obligations and to exercise our statutory powers in the public interest.

Where necessary, for law enforcement functions.

Where necessary, to protect individuals from harm or injury.

To allow the statistical analysis of data so we can plan the provision of services.

What personal data do we collect?

We will collect personal data about you to help us deliver the right service. This data may include:

Name, address and other contact details;

Financial details;

Family details;

Employment and education information;

Lifestyle and social circumstances;

We may also process other special categories of personal data, including:

Physical or mental health needs;

Racial or ethnic origin;

Sexual orientation;

Trade union membership;

Political affiliation or political opinions;

Details of criminal convictions;

Civil or criminal proceedings, and associated sentences

Religious or other similar beliefs.

How do we collect your personal data?

Personal data can be collected in many different ways, including in face to face meetings, over the telephone, via email or from enquiries submitted via our website.

Cookies

The Council uses cookies to monitor traffic on our website and ensure that we provide our customers with a high standard of service.

Cookies are small text files that are placed on your device by websites that you visit. They make sites work more efficiently and provide information to the owners of the site

Cookie

Name

Purpose

Content Management System cookie

ASP.NET_SessionId

Clientvars

Mode

Used to maintain session information for the Microsoft .NET framework that runs our website

Used to maintain session information for the platforms other than Microsoft .NET that run our website.

Used to maintain session information for users who choose to view the site in different contrast modes.

Essential site cookie

ASP.NET_SessionId

This cookie is essential for the website to operate and is set upon your arrival to the South Kesteven District Council site. The cookie is deleted when you close the browser.

Civica.W2WebParts.

W2Session

Identifier is created and used by the Civica code and only lasts for the browsing session.

UserSettings

Stores a user name and a 'remember me' value. Expires in three days.

Who do we collect your personal data from?

Personal data is collected in a number of different ways:

Taken directly from you when you access one of our services

Provided by other members of the public,

Provided to us by another professional organisation involved in the delivery or provision of a service

Provided by another professional organisation to allow the research and intelligence necessary to perform our statutory functions.

Professional organisations may include other public sector bodies, such as health care providers or the Police Service. Where necessary, we will share your personal data with the organisations that deliver services on behalf of the Council. We will only share your personal data where it is necessary to, and in accordance with the law.

Where necessary we may share your personal data with the following categories of recipients:

How long do we keep your personal data for?

We are required to retain your personal data only for as long as is necessary, after which it will be securely destroyed in line with SKDCs retention schedule, or the specific requirements of the organisation who has shared personal data with us.

Retention periods can vary and will depend on various criteria including the purpose of processing, regulatory and legal requirements, and internal organisational need.

How do we keep your personal data safe?

We have an information security framework in place which ensures that appropriate technical and organisational measures are in place to help keep your personal data secure and to reduce the risk of loss and theft.

Access to personal data is strictly controlled based on the role and function of all staff.

All staff are required to undertake regular data protection training and must comply with a variety of policies designed to keep your information secure.

Your rights

You have a number of rights which relate to your personal data.

You are entitled to request access to any personal data we hold about you, and to ask for a copy of it.

You also have the right to request we correct any inaccurate data held should this be identified to us.

You can also request that we erase your personal data, or that we stop processing all or some of it. This is not always possible, and any request would be considered individually.

We are obliged to consider and respond to any such request within one calendar month.

South Kesteven District Council Modern Slavery Act Transparency Statement 2019/20

Introduction

This statement sets out South Kesteven District Council's actions to understand all potential modern slavery risks related to its business and to put in place steps that are aimed at ensuring that there is no slavery or human trafficking in its own business and its supply chains. This statement relates to actions and activities during the financial year 1 April 2019 to 31 March 2020.

As part of Local Government, South Kesteven District Council recognises that it has a responsibility to take a robust approach to slavery and human trafficking.

The Council is absolutely committed to preventing slavery and human trafficking in its corporate activities, and to ensuring that its supply chains are free from slavery and human trafficking.

Organisational structure and supply chains

This statement covers all activities of South Kesteven District Council in achieving its strategic objectives as determined by its organisational structure, its contract and procedure rules and its corporate plan. This statement applies to all employees, agency workers, services delivered on behalf of the Council by third party organisations and in the Council's supply chains:

Countries of operation and supply

South Kesteven District Council only operates within the United Kingdom. Whilst National Referral Mechanism statistics show a year on year increase in the number of referrals of potential victims of modern slavery the risk of slavery and human trafficking remains relatively low in the UK. This Council acknowledges, however, that these figures represent only a proportion of cases of exploitation and therefore remains vigilant and committed to preventing and taking action against identified slavery and human trafficking in its corporate activities, its supply chains and in the wider community.

High-risk activities

Action 2019/20 - The Council will work across its service areas to identify any potential risk of slavery and human trafficking and develop appropriate steps to manage the risk.

Responsibility

Responsibility for the organisation's anti-slavery initiatives is as follows:

Policies:Assistant Director, Resources will be responsible for ensuring contract and procurement procedures are in place. Head of Organisational Development will be responsible for ensuring recruitment and employment policies are in place. The Lead Safeguarding Officer will be responsible for ensuring safeguarding policies and procedures are in place. All will be reviewed on an appropriate basis to ensure they remain current and relevant.

Risk assessments:Will be undertaken by the relevant service area where there is deemed to be a risk of modern slavery or human trafficking with the support of the Lead Safeguarding Officer or their deputy. The risk assessment will be signed off by the appropriate assistant director and held centrally.

Investigations/due diligence:Any concerns regarding modern slavery or human trafficking should be raised with the Assistant Director Resources.

Training:The Council has an induction programme and on-going training programme which is provided for to all staff, elected members and volunteers. All front-line personnel are required to undergo safeguarding training provided through our partnership with the Lincolnshire Safeguarding Children Board and the Lincolnshire Safeguarding Adults Board. Training available includes generic awareness of safeguarding issues through to specific topic-based training including Trafficking, Exploitation and Modern Slavery. All staff employed to procure goods and services on behalf of the Council will be required to undergo appropriate training.

Action 2019/20 - the Council's contract and procurement procedures will be reviewed to state that all appropriate action will be taken to ensure any risk of slavery or human trafficking will be mitigated within the Council's business and within its supply chains.

Action 2019/20 - actively promote the training opportunity relating to Trafficking, Exploitation and Modern Slavery to all community facing staff.

Action 2019/20 - actively promote the training opportunities available to those employed to procure goods and services on behalf of the Council.

The organisation operates the following policies that describe its approach to the identification of modern slavery risks and steps to be taken to prevent slavery and human trafficking in its operations.

Whistleblowing policy: The Council encourages all its workers, customers and other business partners to report any concerns related to the direct activities, or the supply chains of, the organisation. This includes any circumstances that may give rise to an enhanced risk of slavery or human trafficking. The organisation's whistleblowing procedure is designed to make it easy for workers and members of the public to make disclosures, without fear of retaliation. Employees, customers or others who have concerns can use our confidential helpline 0800 085376 or e mail whistleblowing@lincolnshire.gov.uk . For more information go to:

http://www.southkesteven.gov.uk/index.aspx?articleid=8137

Staff can also raise issues relating to the exploitation of children and young people can also be reported to the NSPCC on help@nspcc.org.uk

Code of conduct for Council Staff:The organisation's code makes clear to employees the actions and behaviour expected of them when representing the organisation. This is supported by the Council's Values and Behaviours.

Contract and Procurement Procedures:The Council is committed to ensuring that its contractors and suppliers adhere to the highest standards of ethics. Serious violations of the organisation's Contract and Procurement Procedures will lead to the termination of the business relationship. The Council expects through its partnership with Welland Procurement that its key contractors have safeguarding policies and procedures in place.

Recruitment and Selection Policy and Procedures:The Council uses only specified, reputable external recruitment services and employment agencies to source labour and always verifies the practices of any new agency it is using before accepting workers from that agency. All successful applicants are subject to pre-employment checks which include verifying references, confirmation of the right to abode and, if required, disclosure and barring checks.

Safeguarding Policy and Procedures:The Council outlines its commitment to the safeguarding of children, young people and vulnerable adults from significant harm through its Safeguarding Policy. All staff and elected members are provided with a copy of the policy which they are required to read within an agreed timescale following publication. The policy contains a specific section which relates to modern slavery and human trafficking and the policy's associated procedures outline the action required should an officer or elected member suspect that an individual or group of people is being exploited through such practices. The policy is renewed on an annual basis to ensure it stays relevant and all reporting mechanisms are current.

Councillor Privacy Notice

As an elected Councillor within South Kesteven District Council, I am the controller accountable for the processing of personal information in connection with requests received from ward constituents.

In accordance with new data protection legislation this Privacy Notice provides guidance relating to how I process personal information for the purpose of responding to requests from constituents and provides information about the privacy rights of individuals. My contact details can be found in the 'Find your Councillor' page of the South Kesteven District Council website.

If you would like more information about GDPR and the Data Protection Act 2018, this can be obtained from the Information Commissioner's Office through their website at https://ico.org.uk/ or their helpline on 0303 123 1113.

Why I need your Information?

When you ask for my help and assistance I will need to collect, use and store some information from you. I will make use of personal data provided by you and council officers to enable me to provide you with a detailed response to your complaint or enquiry. This will include personal information such as your name, address, contact number and email, together with the details of your query.

The law treats some types of personal data as 'special category data' because, due to its sensitivity, the information requires more protection. This information consists of:

race

ethnic origin

politics

religion

trade union membership

genetics

biometrics (where used for ID purposes)

health

sex life; or

sexual orientation

It will only be necessary to collect this type of data where it is of relevance to the request you are making.

Who your information may be shared with?

Personal information about you will only be disclosed on a 'need to know' basis, with a relevant organisation and/or individual who is able to provide information to help address or resolve your query.

A relevant third party organisation and/or individual will be determined by the nature of the query you have raised and therefore will vary from case to case.

Examples of third parties include:

local and/or central government

elected representatives and other holders of public office

landlords

statutory law enforcement agencies and investigating bodies

healthcare, social and welfare advisers or practitioners

The personal information you provide, and I may receive from organisations or individuals during my enquiries, will only be used to progress the query you have raised. Your personal data will not be used in a way that goes beyond your reasonable expectations.

Any third parties with whom I may share your data are obliged to keep your details securely and to only use your data for purposes already communicated to you. I will try to respect any specific request that you make asking me not to disclose information identifying you to other third parties. However, it must be noted that it may not be possible to progress a matter for you on an anonymous basis. I will not pass personal details of constituents who contact me to anyone else, unless required to do so by law or where it is in connection to a criminal investigation.

How long will your personal data be kept?

Personal data held for the purposes of responding to queries that I receive from constituents and obtained in the course of my enquiries, will only be kept for as long as the law specifies.

What is the legal basis for processing personal data?

In accordance with the data protection laws, I require a 'lawful basis' for collecting and processing your data. The 'lawful basis' may be:

Public Task - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Legitimate interests - Processing data for legitimate interests, where there is a reasonable expectation.

For the processing of special category data, I rely on the following conditions:

Explicit consent - this will typically be in writing.

Protect vital interests - when you are unable to give consent and you or someone else is at risk of harm.

Establishment, exercise or defence of legal claims or where courts are acting in judicial capacity

This means I may process your personal information to enable me to carry out casework on behalf of constituents. Where I intend to process your personal information purpose other than that for which the personal information was collected, I will provide you with details of the other purpose before doing so.

How is your personal data safeguarded?

Reasonable security measures are taken to ensure that personal information within my control is protected from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of or access to personal data, misuse or theft.

As the Council provides support services for me as an elected member, communications addressed by post to myself at the Council or using my Council email address are held securely on a dedicated controlled area of the Council's secure network, with access restrictions.

What are your rights?

The new data protection legislation strengthens the rights of individuals.

This includes the right to:

be informed (which this notice fulfils)

access (subject access request)

rectification

erasure

restrict processing

data portability

object

and rights related to automated decision making, including profiling

The Information Commissioner's Office (ICO) is responsible for upholding these rights in the UK. For a detailed explanation of all these rights and the circumstances in which they apply, please visit the ICO web site at: https://ico.org.uk/

Complaints, compliments and comments

If you wish to make a complaint, compliment or comment, please go to the South Kesteven District Council website and use the online feedback form, http://www.southkesteven.gov.uk/

You have the right to complain to the Information Commissioner if after contacting me about a data protection concern, you are not satisfied with my response.

Complaints may be submitted to the Information Commissioner at:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

or by completing the ICO on line form at https://ico.org.uk/concerns/handling/

CCTV

The councils nominated single point of contact (SPoC) for all South Kesteven District Council CCTV related matters is Mark Jones- Community Resilience Lead who can be contacted at m.jones@southkesteven.gov.uk. We own, maintain and monitor live CCTV cameras located within Grantham, Stamford, Bourne, Market Deeping and Deeping St. James.

The monitoring centre is staffed 24 hours a day, 365 days a year and has been in operation since June 1997.

Now recording

All cameras are recorded on to a digital recording system which is running 24 hours a day and 365 days a year.

All recorded images are retained for 30 days. This allows police officers and other statutory agencies adequate time to view the images and, where necessary, request them to be prepared as evidence.

Live and recorded images can also be relayed to the police communications centre at Lincoln and to various police stations throughout the district. This allows senior police officers to assess incidents, ensuring that adequate resources are dispatched.

Radio communications

The monitoring centre also acts as the controlling station for a number of radio communication systems which link to shops and licensed premises in Grantham, Bourne and Stamford who sign up to the 'Pub Watch' or 'Shop Watch' radio scheme. The base stations are located at the monitoring centre and at various retail outlets and public houses. Police community support officers, neighbourhoods officers and the police carry handheld radios. Information can be passed between all those involved in relation to situations ranging from missing children to major public order incidents. A dedicated telephone and radio link has been established with the police communications centre to allow incidents to be reported quickly and efficiently.

Access to the CCTV control room is by authorised personnel only as required by the Data Protection Act of 2018. In addition to this, authorised agencies are allowed access to CCTV images. If footage is required by members of the public/solicitors/insurance companies etc. then appropriate forms must be completed.

When requesting CCTV footage, you must consider what information you are asking for. If you want copies of CCTV which relates solely to you and contains no one else and no other personal information, then you must submit a subject access request.

If you require information that includes other people, then you are not able to access the information. The police, insurers and other legal professionals are able to submit 'Request for CCTV images (legal professions)' form within 30 days to request a copy of the required footage, a legal reason/purpose must be submitted with this request.

Code of practice

Should you have a complaint relating to the CCTV service then please follow this link:

Privacy Notice: Benefits

This document explains how Benefits at South Kesteven District Council will collect, store, use, share and dispose of your information. We process your information in line with the General Data Protection Regulation (GDPR) and Data Protection Act 2018, for further information please visit https://ico.org.uk/.

This document contains information about:

Who we are

Why we collect and use your personal information

The legal basis for using your information

Who and how we may share your information

How you can access the information we hold about you

How long we keep information about you

Complaints, compliments and comments

Who we are

SKDC is the Data Controller for the personal information we collect in respect of benefits. Personal information can be anything that identifies and relates to a living person.

Why we collect and process your personal information

We receive an enquiry from you, or a person appointed on your behalf to apply for benefits/support. This information is used to populate an application form or a completed application form is received from yourself, a person acting on your behalf or directly from the Department of Work and Pensions or The Pension Service and we use this information to calculate any entitlement/support you are entitled to.

Your information will be used during procedure reviews to continue efficient working of the service and to ensure you will still receive the correct entitlement/support.

The legal basis for using your information

The General Data Protection Regulations (GDPR) and the Data Protection Act 2018, states we must have a reason to collect and use your information.

Article 6, section 1(e) is the lawful basis we use to process your information, 'processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller'. This arises from various Local Government Finance and Council Tax legislation.

Who and how we may share your information

The information may be shared with other departments, Local Authorities and private sector companies such as banks and organisations if the law allows it. Your information is also shared directly with the Department of Work and Pensions and Her Majesty's Revenue & Customs.

Accessing the information, we hold about you

You have the right to request, in writing, details of your information that we store about you, this is called a subject access request. You must submit a subject access request to dpo@southkesteven.gov.uk

How long we keep information about you

Your information is retained in line with SKDC retention schedule.

Complaints, compliments and comments

If you wish to make a complaint, compliment or comment, please go to the South Kesteven District Council website and use the online feedback form, http://www.southkesteven.gov.uk/

You have the right to complain to the Information Commissioner if after contacting SKDC about a data protection concern, you are not satisfied with the response.

If you wish to make a request regarding any of the above, or if you have a complaint about how we have handled your personal data, you can write to us at Data Protection Officer, The Council Offices, St Peters Hill, Grantham, Lincolnshire, NG31 6PZ. Our telephone number is 01476 406080